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Do you announce a meeting and find either no one shows up on time, they come with their own agenda, or the meeting goes on and on? If this is true in your case, then worry no more.

Here are six steps to help you develop successful meetings:

1. Establish a realistic and specific objective. Ask yourself, ‘What do I want to accomplish?’ or ‘Why am I calling people together at this time?’

Do I want:

• to solve problem(s). * to inform. * to gain feedback. * to orient.

• to motivate. * to reward. * to buy. * to sell.

Then decide the best mode to accomplish your objective. Ask yourself which best suits your needs:

• a conference with a panel(s) of speakers?

• a half-day workshop? Or a full-day seminar?

• a staff meeting that includes your immediate staff?

• a staff meeting that includes your department or division?

• a staff meeting that includes everyone from all levels of the entire organization?

2. Create a well-developed agenda. Review your agenda before announcing your meeting. Make sure it avoids:

• spending too much time on details technical subjects. (It puts people to sleep and does not communicate with them.)

• failing to specify the starting and ending times. (Employees need to know when to be there, when it is expected to start, and when it is expected to be finished so that they can reschedule their other duties and responsibilities.)

• adding irrelevant topics. (Doing so only lengthens the meeting time and serves to anger people or put them to sleep.)

• having speakers or presenters who are known to ramble. (One of the surest ways to put your audience to sleep is to have a boring meeting with speakers or presenters who talk on and on. This is especially true in cases where the agenda covers technical or scientific material.)

• crowding the agenda with too many subjects. (It is better to have a question and answer period during the meeting than to try to cover everything.

Now review your agenda and make sure you have included:

• a chairperson or Master of Ceremonies to move topics along without rushing the presenters, or allowing them to ramble.

• general logistics before hand, such as restroom locations, break times, and telephone or walk-in interruptions.

• a priority system so that the most important topics or pressing matters are covered first.

3. Assign particular responsibilities. Be sure to select responsible people to carry out the responsibilities of your meeting. Also be sure:

• to match the topics and tasks with competent presenters.

• to give them clear, complete, and specific instructions including assigned time to complete their presentation.

• to gain the concurrence of your key participants.

• to have a clock in clear view of the presenters.

• to start on time, regardless. (This is perhaps the most important aspect of running a successful meeting.)

4. Establish a positive meeting environment. Take the time to plan your meeting. Perhaps the most important aspect to consider is the environment where you will hold your meeting. To insure its success, be sure you:

• create an environment that is conducive to effective communication.

• set start and ending times that are conducive to all.

• develop the environment around a theme.

• consider the objective of the meeting when selecting the room.

• consider decorating the room, if this is warranted.

• arrange and test the audio-visual support before hand.

• arrange the seating of participants and attendees, depending on the estimated number of attendees.

• arrange the seating plan for optimal effect.

5. Plan all the activities. Take the time to plan and plan again all the events, people, places, and things related to the objective and theme of the meeting. Be sure to:

• gather input where relevant.

• take notes where necessary.

• prepare adequate quantities of handouts.

• prepare to post adequately the announcement of the meeting along with its agenda, times, participants, and any other relevant information.

• prepare backup materials.

• prepare post-meeting evaluations, where necessary, and summary handouts.

Remember: When you maximize your potential, every one wins. When you don’t, we all lose.

© Etienne A. Gibbs, MSW

Business meetings may be conducted formally or informally, depending on the company and the circumstances. The following guidelines are based on Robert’s Rules of Order.

Taking Minutes

Steps:

1.  Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy.

2.  Sit beside the chairperson for convenient clarification or help as the meeting proceeds.

3.  Write “Minutes of the meeting of (exact association name).”

4.  Record the date, time and place of the meeting.

5.  Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights.

 6.  Note who arrives late or leaves early so that these people can be briefed on what they missed.

7.  Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.

8.  Record the motions made and the names of people who originate them.

9.  Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous. For small meetings, write the names of the attendees who approve, oppose and abstain from each motion.

10.  Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

Tips:You do not need to record topics irrelevant to the business at hand. Taking minutes is not the same as taking dictation.   Consult only the chairperson or executive officer, not the attendees, if you have questions.   The person taking minutes does not participate in the meeting.

Transcribing Minutes

Steps:

1.  Transcribe minutes soon after the meeting, when your memory of the event is still fresh.

2.  Follow the format used in previous minutes.

3.  Preface resolutions with “RESOLVED, THAT…”

4.  Consider attaching long resolutions, reports or other supplementary material to the minutes as an appendix.

5.  Write “Submitted by” and then sign your name and the date.   6.  Place minutes chronologically in a record book.

Tips:Write in a concise, accurate manner, taking care not to include any sort of subjective opinion.   No matter what type of minutes you take, focus on capturing and communicating all important actions that took place.

Tips from eHow Users:Handout notes by eHow Friend
I find it very helpful to make notes on the back of my set of handouts. That way, what was discussed about the items on that particular handout is on the back of the actual sheet.

Follow up by eHow Friend
Make sure action items are clearly marked on the notes. When they are disbursed they can serve as reminders for those in attendance.

t is now possible to charter, rent or lease an aircraft for less than ever before and it has also become easier.  Why charter an aircraft? Here are some good reasons:

·          The increased security and hassle of commercial airline boarding.

·          There are fewer airlines around.

·          Fewer airlines are flying to fewer cities

·          Because of economy restraints there are fewer seats for more passengers.

·          It is now easier to charter, lease or rent a plane because there are more companies entering the aircraft leasing business.

·          Also, a new generation of small jets is being produced as we speak, the so-called air taxis seating between 4 to 6 passengers for a total airplane cost of as low as 1 million dollars.

·        These small jets are being produced in a so-called cookie-cutter design, 100 at a time and are also being purchased 100 at a time.

Real Air Taxis will soon be on their way into major cities,” says based AVCEN. Avcen is to bring its innovative Jetpod aircraft design off the drawing board and into proof-of-concept build and flight trials.  The Jetpod is a unique, lightweight, Very Quiet Short Take-Off and Landing (VQSTOL), 6-seat, twin-jet powered aircraft.

Aircraft Charter companies provide the following 4 functions in a variety of innovative ways:
1) Renting (sometimes selling) aircraft for private use, performing aircraft maintenance, providing fuel, and aircraft management.

2) The best way of finding an aircraft charter company is on line. You can also contact an aircraft charter broker who will sort of act as your airplane travel agent.

3) They will handle all of your flight arrangements, including price comparisons, they will determine the correct aircraft for your trip, they will locate the correct charter company, make sure insurance is in place, and obtain copies of FAA flight certificates.

4) There are also aircraft charter auctions available on the Web.

One of the perks most valued to CEO’s and lawmakers today is to have the use of a Private Jet. This is another reason why the Charter Aircraft business is at present growing at an astonishing rate which will increase even more as the air taxis costing one million dollars or so will enter service.

Article Source: http://www.ArticleJoe.com.  Frank Hague likes private aircraft.

You’ve got a great business plan, a phenomenal product or service, and the energy and drive to promote your business. There’s only one problem. You’re running your entire company out of a corner of your living room, or your garage; or you’ve rented a hole in the wall office furnished with ancient office furniture scrounged from anyplace you could find it, and you’re not really comfortable inviting high power prospective clients to your location.

Your regional meeting and conference center may have the perfect answer. These centers are springing up all over the country, and offer a range of options for meetings, conferences, and conventions. Designed to project a modern, professional corporate image, they allow even small start ups to make a dynamic impact on potential clients and management personnel. Whether you need to schedule a ten o’clock meeting with a few representatives from a major corporation you’re targeting for business, or you need to rent a room for an entire day to interview a series of potential management hires, an attractive, functional meeting room will reflect your company’s professionalism.

When you’re choosing a meeting and conference center, be sure to research the availability of communications technology; the best centers will offer the latest high tech media equipment, so that if you have to project a Powerpoint display, a CD-Rom, or a DVD presentation, you have access to the equipment you need. A competently operated business center will also provide high speed Internet access and dial-up, as well as a number of business services including secretarial and clerical support, photocopying services, and faxing capability. If you’re going to be holding a lengthy meeting, you also need to make arrangements for your clients to have lunch or morning or afternoon food breaks, depending on the timing of the meeting. If you hold annual meetings for your employees, your partners or stockholders, or your board of directors, you may want to splurge on an informational meeting which includes a sumptuous catered meal.

If you’re expecting potential clients or vendors to travel to meet with you from out of town, you may want to pay special attention to the meeting center’s ease of access, both from Interstate highways and from regional airports. Business people who travel frequently want to get to a meeting quickly, have a productive experience, and then get back on the road, to the airport, or to their hotel room with as little fuss as possible. Choosing your meeting’s location to facilitate this will make a positive impact on those you’re meeting; putting them in a position of getting snarled in city traffic will definitely not.

Of course, the best meeting and conference center in the world is only as impressive as the presentation you make. Make sure you’re prepared, and have all the documentation you need at the meeting, polished and organized. If you have a media presentation to make, be sure it says what you want it to say, and then communicate with the tech experts at the meeting center to be absolutely certain you know how to operate the equipment. If possible, troubleshoot the equipment, and practice the presentation, well before your meeting so that you can make a smooth, polished performance.

Even if you’re operating a start-up company on a shoestring, creative use of your regional meeting and conference center will allow you to project a professional, successful image to your business associates; and nothing sells like success.  http://www.forefrontcenter.com/audiovisuals.htm

Money makes the world go ‘round. And when it comes to meeting planning, money can probably get you whatever you want. However, few event planners have the luxury of an unlimited budget. Your boss may like to drink champagne on a beer budget. In other words, caution you to spend less, but expect miracles at the same time.

1. Keep your budget flexible. Be prepared to build in a contingency of 10 percent into your total budget to take care of any unexpected expenses and emergencies. Unforeseen or overlooked costs such as, overtime, overnight mailings, phone and computer hookups or speaker substitutions could skyrocket your budget.

2. Check all invoices. Question anything on your invoices that doesn’t compute against the written quotation. Scrutinize your hotel/facility and food and beverage invoices while on-site. Ironing out discrepancies in person is much easier than over the phone.

3. Limit authorization. Only a select few should have the authority to charge items to your master account at the hotel. Make sure hotel has a list of these people, and refuse to pay for charges signed by unauthorized personnel.

4. Review accounts daily. To avoid any major surprises or heart failures when you see the final bill, review your accounts with the facility on a daily basis. It’s easier to spot errors or make necessary changes if costs are escalating in certain areas.

5. Schedule during low-usage times. If you have the flexibility, consider scheduling your meetings during low seasons or days of the week when the facility is less busy. Booking near holidays such as Easter, Memorial Day, and Labor Day might definitely be to your advantageous.

6. Ask for the best rates. Do your research. Check out the rack rates, corporate rates, AAA discounts and so on, and compare them to the group rates you’re being offered. Call the toll-free reservation desk for information.

7. Confirm and reconfirm your dates and event details. Overlooking a detail may cost you big bucks.

8. Request a discount for on-site payments. When the facility doesn’t have to wait for payment because you arrange to pay immediately after the event or as the meeting is ending, they may well be open to a discount for prompt payment.

9. Be conservative with room blocks. With more and more guests using discounted hotel sites for room bookings, attrition on unused rooms can get very expensive.

10. Negotiate comp rooms. As part of your discussions with hotel management, negotiate comp or discounted rooms for speakers, staffs and or upgrades for VIPs.

11. Understand your cancellation clause. Don’t sign anything you’re not completely happy with. Be certain that your cancellation clause is reciprocal, so that both parties get the option to back out of the contract before a specified date, in case of any changes to the original agreement.

12. Negotiate set prices. To help with your budgeting, arrange to pay a specified amount on food and beverages during your entire event, rather than a rate per person, per function.

13. Consult a tax attorney. Investigate tax laws for your business location and the event location. You may be eligible for tax breaks that you’re not claiming.

14. Keep room setup simple. Wherever possible use theater style (where only chairs are used) as it is less labor-intensive than classroom-style (which includes both table and chairs), thus lowering setup costs. Also, plan to keep setups the same from day to day.

15. Check into other groups. Find out about groups holding their meeting prior to and after yours and discuss staging needs. You may find that you can save on setup and teardown if you all have the same or very similar requirements.

16. Investigate sponsorship opportunities. Find sponsors to cover as many of your program expenses as possible, especially speaker fees, audiovisual equipment, and special meal functions.

17. Investigate grants. Although it might be a time-consuming exercise, you might look into specific federal, state, local or corporate grants that might be available for holding your meeting.

18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!

19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.

20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.

21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.

22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.

23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable group attending your event, negotiate special discounts with the shuttle bus company. Alternatively, check if the local taxicab company can provide discount coupons.

24. Arrange for one room. For smaller committee meetings that may be held during a larger conference arrange for a buffet luncheon to be held in the same room as the meeting to save on having to rent a separate room.

25. Negotiate food. Negotiate paying for food based on consumption. You can then return food without having to pay for it.

26. Minimize portions. Sever mini-Danishes, muffins and doughnuts, or cut larger servings in half. Many people (especially women and dieters) only want half to start with. Alternatively, serve a continental breakfast instead of a full breakfast buffet.

27. Opt for fewer choices. When it comes to hors d’oeuvres, go for fewer choices in larger quantities rather than a large selection in smaller quantities. And, remember to avoid the shrimp. People inhale it. There’s never enough!!!

28. Check for dead stock. Check if the hotel has dead stock wine available (such as wine that in no longer on the wine list). You may be able to negotiate a great price for some really good quality wine.

29. Store opened bottles. Find out if the hotel can store opened bottles of liquor from one reception and us them another reception during the same conference.

30. Open bottles as needed. As the banquet captain to open wine bottles only as needed. You pay for every bottle that’s been uncorked.

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: “Meeting & Event Planning for Dummies,” working with companies to improve their meeting and event success through coaching, consulting and training. Go to http://www.thetradeshowcoach.com to sign up for a free copy of ExhibitSmart Tips of the Week.

Exciting new technologies like interactive computer use, live video enhancement of speakers, and teleconferencing can be utilized but the associated cost of these new technologies can be steep. The type of AV support you will need for your meeting or event may be simple or more complex. Be sure to review all your options and plan ahead:

• Get a list of all speakers’ needs well in advance of your meeting date and schedule a rehearsal.

• Allow for rehearsal and set-up time in your meeting rooms.

• Give speakers a chance to rehearse with equipment they will be using.

• Test equipment immediately prior to the beginning of the event. Check acoustics Clap your hands sharply… talk loudly… listen carefully Check to see if there are any echo’s or dead spots. Do drapes or acoustic panels need to be added? Plug-in and test the audio. Is the public address system working? Is there any feedback at working level? Are the speakers correctly placed? Are there enough microphones, cords, stands?

Have spare bulks and extension cords on hand. If you are taping, is the tape recorder microphone working? Check to see if you have to erect a stand or move a table

Is the audiovisual the right distance from the screen, rigid and level? Know the location of circuit breakers and fuses Have spare fuses and standby circuits ready Test the intercom system. Is the emergency work light ready?

• Having a technician available to attend to your needs throughout the meeting may be your best insurance policy.

• If the facility where you are holding your meeting has AV equipment available check to make sure it is in good working order.

• Remember that poor-quality AV equipment can ruin a meeting.

To maximize your audio visual budget, try the following:

• If using an outside vendor, choose a reputable company and reserve equipment early. If you have never worked with the supplier before, ask for references and check them.

• Negotiate all costs. Package deals are good for you and the rental companies. If they know your needs and have your timelines, it will be more cost effective.

• Make sure all agreements are in writing. If one company is not able to meet your needs, look at other companies until your needs are met.

• Provide clear instructions in writing. Include agendas and room layouts so your vendors know exactly what you expect.

• If you need help, find experienced production managers and technicians to oversee the AV portions of your event. Introduce yourself to the technicians who will be working your event, and find out how to contact them should the need arise.

• Barter goods and services with your rental companies. They may want to advertise in your publications, exhibit at your trade show, or acquire leads from your attendees.

• Guaranteed performance is often a policy of AV companies. They will compensate clients for rental costs in the event of equipment failure. Even better, many will provide on-site back-up.

Check the audio-visual equipment that is available at the meeting facility you are using. Many facilities have their own in-house audio department. Ask if any audio-visual equipment is included in your room charge? Be sure to check out the quality and age of the equipment provided.

Most facilities only provide a podium and microphone, so you will need to rent additional equipment from a qualified local audio-visual rental company. The facility where you are holding your meeting can provide recommendations.

Written by Yvon Douran, http://www.keynoteresource.com/

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Do your meetings fall victim to Corporate Attention Deficit Syndrome?

The message of your meeting is the most important aspect of your meeting. Food, drink, sleeping rooms…yes these are all important. But the ultimate reason for a meeting is to deliver a message. Even an incentive trip to the most exotic, luxurious destination would go awry if the “message” sent to the participants wasn’t correct.

The message must be well crafted (clear, articulate, and consistent).
The message must be delivered (physically heard).
The message must received (fall upon receptive ears).

Presenters or paid speakers certainly shoulder responsibility for crafting their messages. But how can you create the optimal environment to allow that message to be heard and received?

Today’s meeting audiences are typically filled multi-tasking and over-tasked individuals. Many have likened the challenge of getting and keeping our audiences’ attention as Corporate Attention Deficit Syndrome.

The book, The Attention Economy, outlines what we pay attention to and divides our attention into 6 types:

• Attraction (victory, super models)

• Aversion (car wrecks)

• Captive (bad weather, movies)

• Voluntary (hobbies, print advertising)

• Front of Mind (discussion, task at hand)

• Back of Mind (to do list, commuting)

The authors, Thomas Davenport and John Beck, promote the idea that understanding and managing attention is now the single most important determinant of business success.

You can help meetings be an attraction. You can help create environments where our audience feels they are participants not captives.

The majority of people are visual learners (60%). They retain information best when they can “see” the information. Numerous surveys show that retention increased by 70 - 80% when visuals are used. That’s one reason every speaker seems to use PowerPoint. (In addition, to the fact that speakers find it a great crutch!)

Beyond PowerPoint, consider changes in your meetings to make presentations more visual so you and your presenters shine:

• Stories This is not your traditional visual. However, stories woven within a presentation create pictures in people’s minds. Stories work to grab attention and create emotional connections. When done in support of a point in the presentation, stories help increase retention and interest.

• Props Props help make information tangible. Props should illustrate or emphasize a key point. Several suggestions for presenters when using props:

1. Make sure the prop is large enough to be seen

2. Allow sufficient time for the audience to see the prop

3. Don’t let the prop become a distraction from you or your presentation

• Handouts Handouts need not be the PowerPoint slides reproduced. Handouts can include background information, supplemental charts and statistics, anything that supports the presentation. Handouts have the following advantages:

1. Handouts can help fill in gaps in the audience’s knowledge and understanding of the topic

2. Add to the presenter’s creditability

3. Keeps everyone focused

4. Serve as a place to take notes

• Flip Charts The old fashioned flip chart is still a work horse in small to mid-sized meetings. Flip charts allow a presenter to:

1. Create group interest and attention

2. Focus the group on key points

3. Allow people to visually trace their conversation

• Change the scenery The same part of your brain that controls long-term memory also controls large motor skills. Who among us hasn’t sat through a mind-numbing presentation? When a presenter asks the audience to move, they get their attention and re-awaken the part of their brain that controls long term memory.

• Questions Questions ask the audience if the picture is complete for them. Presenters can ask rhetorical questions or they can ask the audience to respond to a question. Additionally, PowerPoint slides can be crafted in such a way that each slide asks questions thereby inviting the audience to reflect and possibly express their opinions and feelings.

You can fight Corporate Attention Deficit by creating visually more interesting meetings. Work toward well crafted (clear, articulate, consistent), well delivered (physically heard) and well received (fall upon receptive ears) messages. Both you and your meeting participants will be glad you did.

1. Is High Speed Internet Access offered?  Once you determine high-speed availablility you need to consider what you are trying to accomplish.  For example, offers the equivalent of a T1 connection to the Internet at all properties, so webcasts, VPN connections, checking email and basic surfing are all easily done.  If the group needs more bandwidth or its own connection, determine the necessary lead time (generally 6-8 weeks but will vary with regional provider).

2. What type of network is it run on?  Hotels will advertise high-speed Internet connections but what are you connecting to?  Ask, as you may be comparing apples to oranges.  has partnered with Cisco to provide a premium, networked infrastructure.  The alternative could be a hodgepodge of different makes and models that are sub par, unstable, and generally provide a poor Internet experience.